Mayor Keith Carlson; Council Members Joe Wishy, Bill Schlumbohm, Sr., AnnMarie Brink, and Curt Flug

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1 MINUTES LINDSTROM SPECIAL CITY COUNCIL MEETING COUNCIL WORK SESSION TUESDAY, APRILUARY 6, :30 P.M. Lindstrom City Hall Sylvan Avenue Lindstrom, MN CALL TO ORDER/PLEDGE: Mayor Carlson called the meeting to order at 5:30 p.m. CALL OF ROLL: Members Present: Members Absent: Others Present: Mayor Keith Carlson; Council Members Joe Wishy, Bill Schlumbohm, Sr., AnnMarie Brink, and Curt Flug None Administrator John Olinger, Deputy Clerk Kathy George, Finance Director Kay Mattson, Assistant Finance Director Carrie Nordstrom DISCUSSION: 1. Review 2014 Audit Council and staff discussed the 2014 audit report, noting that it was a good audit, the City met all of its goals, and conservative budgeting/spending resulted in an increase in the General Fund fund balance of $139,000. The fund balance is at 56% of budgeted expenses. If the $139,000 were spent down, the balance would be at 47% of budgeted expenses. A tax of $409 per capita pays for all of the City services. Staff suggests using the $139,000 surplus dollars for the Minnesota Avenue Stormwater Improvement project ($60,000), drystacking the East Plaza wall ($3,000 the City has already reserved $10,000), and reserves for the future 288 th project ($76,000). Council Members would like to see MN DOT help with funding the drystacking of both the East Page 1 of 8

2 and West Plaza walls. They would also like the drystacking method verified by the City Engineer. City debt is very low, at $774 per capita compared to $1,419 for Chisago City. Debt to assets is 13% for Lindstrom and 29% for Chisago City. Chisago City has incurred a lot of debt by extending sewer service, annexation, their industrial park, a new Public Works facility, and they are planning for City Hall and a new Fire Hall. They also have two fulltime staff for their Park system. Items to monitor were noted as sewer and water funds reviewing revenues and expenditures and ensuring there is enough to cover maintenance; and working with the Liquor Store Manager to increase the gross profit margin by monitoring sale prices and cost of sales. 2. Revised Comprehensive Plan The City s 2005 Comp Plan is being revised and updated by the Planning Commission. In the last few years, the Swedish Immigrant Trail through Lindstrom is complete from Lake Lane through downtown and past the Middle School to the Center City trail. The Highway 8 project is complete, with some minor items left; such as, lighting, kiosks, and electrical undergrounding. Progress has been made with cleaning up the lakes by extending sewer to Glader Boulevard, Lakelawn Drive, and Minnesota Avenue; working with Chisago County Soil and Water Conservation District to complete 8 projects consisting of retention ponds and rain gardens; and revising the stormwater management ordinance by incorporating Minimal Impact Design Standards (MIDS). The Lake Improvement District is reporting that measurable improvements are occurring. GrandStay Hotel opened in Chisago City, providing 50 beds. The Park Commission is planning to add three boat-in/hike-in campsites at the Anderson Peninsula. Allemansrätt Park began in 2007 and has grown to 117 acres with the acquisition of the Anderson Peninsula in One parcel remains owned by Gustavus Adolphus. The City Attorney is contacting them. The EDA continues to work on strengthening the Downtown business district. The entire downtown corridor was reconstructed in 2012 and Fascia Loans are available. A regional marketing brochure is in the works. And the EDA is looking into ways to attract new businesses. It was noted that no businesses were lost because of the Highway 8 project. Two potential new businesses are coming to town, and one relocation. Senior housing is also being explored. Major modifications have been made to the look and organization of the City s website. Making the site more interactive is being pursued. Council Members would like information on the number of visits to the website and what pages people are looking at. Page 2 of 8

3 A new Receptionist will be hired in May and will be responsible for keeping the City website up to date. Council Members reviewed the framework policies that the Planning Commission is working on for the new Comp Plan. Council Member Wishy noted that he has no desire to see any consolidation or merging of Lindstrom with the surrounding cities. 3. Street Maintenance and Capital Improvement Handbook Staff has created a Street Maintenance Handbook to help track conditions and maintenance needs for City streets. Included is a street condition rating system and recommended treatment or repair needs based on the ratings. The goal is to keep the streets at a level of service that is acceptable to the City Council and not have to reconstruct streets. The Handbook also includes Capital Improvement projects, including streets, sanitary sewer, watermain, facilities, and storm water. These projects are proposed by the Planning Commission in their Five Year Capital Improvement Plan and presented to City Council annually for consideration. 4. Planned 2015 Projects 2015 Projects Public Works/Engineering Relocate Salt/Sand shed-awaiting impound lot relocation o (Council Member Wishy asked staff to make sure water flows west when this project is complete and that nothing flows to the east). Replace ¾ ton pickup-arrived o The old truck is being offered for sale, with a minimum bid of $11,000 Storm Sewer Projects Minnesota Avenue-$48,000 plus engineering, proceeding Maple Street Gulch-SWCD funding, proceeding Morningside Court-$22,000 plus engineering,? o Will likely wait on this project until the road is paved Sanitary Sewer Develop Maintenance program, No Fault Insurance, continuing Street Projects See attachment. Page 3 of 8

4 Planning Commission Identify Contracted Planner Comprehensive Plan Parks Commission Swedish Immigrant Trail Trail Head- bike stand and hydration station Anderson Peninsula Trails and boat in/hike in campsites-grant for a campsite (The Lake Improvement District is participating) Pumphouse Park Ball field improvements-twins grant has been awarded Anderson house demolition, awaiting asbestos abatement Downtown Plaza Walls-$31,000 to dry stack. Resurface basketball courts-$1,900 Resurface Olinda Trail Trail-$7,605 EDA Downtown Business District- Strengthening the Core Locate in Lindstrom Challenge Program, in development Fascia Loan Program, about $14,000 remains Elms Estates redevelopment, top project Panel One Building, in foreclosure process Fire Department Investigate New Fire Hall-Smith Metal Products location Replace Pumper Truck-on order Police Department Investigate New Police Hall Relocate impound lot, in process Page 4 of 8

5 2015 Street Maintenance Projects Chip Seal/Crack Fill $2.16/ sq yd Roadway To/From Linear Feet Square yards Estimated Cost 297 th Broadway to Neal 1,168 3,633 $3, th Olinda Trail to Neal 1,254 3,322 $3,000 2,422 6,955 $15, Crack Seal/Fog, crack seal $7,200, Fog $1.06/sq yd Roadway To/From Linear Feet Square yards Estimated Cost Westwind Shoreview Circle to $777 Elm St cul de sac Cul de sac south to 3rd 1,140 3,927 $4, th Olinda to Cul de sac 140 1,420 $1,505 Lyman Court CSAH 19 south 543 1,810 $1,919 Moberg Ave Lake Lane to end $572 Lake Lane Lakeside Drive Lakeside Way CSAH 14 east to NABPCO Lakeside Trail to Lakeside Trail Lakelawn to Lakelawn 605 1,613 $1,710 4,279 12,837 $13, ,595 $2751 Lakeside Trail 288 th to Lakelawn 4,155 12,465 $13,213 Lakeside Lane Lakeside Trail to 786 2,358 $2,500 Machmeier Court Terryll St Lakelawn Olinda Trail to end 693 1,540 $1,632 Newlander to Norelius 1,074 2,745 $2,910 1,431 44,790 $54, Crack Seal/Micropave $2.57/sq yd $ restripe, $2,700 Flex patch prep Golf Lane 292 nd south to end 1,365 4,398 $11,303 Lake Lane Akerson Marigold CSAH 14 west to City border Hwy 8 south to Newlander CSAH 19 to Lake Lane 2,697 11,088 $28,496 1,425 6,016 $15,461 2,319 7,988 $20,529 7,806 29,490 Page 5 of 8

6 Golf Lane and 292 nd $48, th Patching $16,460 1 st Avenue Parking Lot Patch $1,680 Engineering $7,200 Totals $172, City has $208,635, carry over $36,463 to 2016 Reconstructing 288 th Street is planned for , estimated to cost $700, Budget Kickoff The budget for the Street Department is being increased to $250,000. Finance Director Mattson has put together a first draft of the 2016 budget, which shows a 3% levy increase. The budget follows all of the established replacement schedules, with the goal of not having to borrow funds. She is waiting for more information from Department Supervisors Street Maintenance Projects Chip Seal/Crack Fill Fog 2015 cost $1.06 sq yd Maple St $453 Highway 8 to 1 st Avenue Park St Hwy8/1 st ave 300 2,000 $2,120 Park St Newell/dead end 340 1,322 $1,401 St. Croix Ave DQ/Broadway $735 1 st Ave North Linden/apartments $763 1,290 5,162 $5,473 Micropave 2015 cost $2.57 sq yd Newell Olinda/Beach Park 3,182 12,374 $31,800 Vine Newell/Bronson $2,069 Linden St Dead end/hwy ,972 $5,068 Park St Newell/Hwy $2,516 Maple St Newell/Hwy $2,149 Elm Newell/Hwy ,061 $2,727 Page 6 of 8

7 4,643 18,027 $46,330 Reconstruct estimate at $155/linear foot Newell Broadway/Olinda 428 1,668 $81,600 Total all $133,403. Available is approximately $170,000 street budget, $36,600 carryover from 2015 plus any money transferred from reserves, so $73,000 will still carry over to 2017 in preparation for the 288 th and Lakelawn Drive project. Council Members discussed what it would cost to take on Olinda, Irene and 288 th, and bond for the needed funds. All together, they are estimated to cost $1,300,000. The earliest a project on 288 th could be done is 2017, because the Township would have to participate and they have already set their 2016 budget. Mattson stated that this would increase the City s debt levy from $30,000/year to $230,000/year. Staff was asked to finish exploring the options and bring a proposal forward. Staff would also like to upgrade the technology in the Council Chambers adding two cameras and a switcher, along with improving the sound capabilities. 6. Growth Management Plan If the City s population were above 5,000, up to $250,000 of State Aid funds would be available for certain road projects. The population of Lindstrom is currently 4,442. Administrator Olinger has researched all lots that have access to City services, but are not in the City limits. Three policies have been created: (1) lots receiving city services, (2) a utility service district, and (3) bringing sewer around the lakes. He suggests approaching the Township with reasonable plans to work together on perhaps concentrating on the properties that are completely surrounded by the City, and then focusing on areas that are identified for future development. 7. Facilities Discussion Police, Fire, City Hall Fire-The recent Joint Fire Services Study identified the need to upgrade the City s Fire Hall in the near future. The City directed money into a Facilities Need Study the last several years and in 2015 began saving for a new facility. The Fire Chief has appointed a Facility Committee and they have begun the review of facility needs and location. The department is interested in the Smith Metal Products location. The building is for sale for around $750,000. The building is not usable as a fire hall. Council Members were not in favor of this location. Council Member Wishy reported that the property owner behind the current Fire Hall facility has informed him that he is willing to sell. Page 7 of 8

8 Fire Chief Sellman will be attending the next Planning Commission meeting to discuss their plans. City Hall-Administration s need for a facility is driven by space and location. The space issue is due to the Police Department being co-located. If the Police Department were moved Administration would have enough space. The second driving force is for the City Hall to be located in the downtown. The City Hall generates lots of visits and those visits would benefit downtown businesses. If City Hall were relocated, the Police issue might be solved; and if the Police were relocated, Administration s space issue would be addressed. It has been mentioned that the City Hall might be attached to the Fire Hall if downtown. Police-The Police issue is more complicated than just a facility. The Police need more and better suited space, either in their own facility or in the entire Lindstrom City Hall building. But, other issues have arisen that the entire Council should discuss together as facility needs are considered. It has been brought up that there is an inequity in the current Police contract and that Lindstrom is paying an unfair share. There is a need to discuss an acceptable location for a new Police Facility. Council Members discussed the contract and the cost share formula. Consensus of the Council has not been reached regarding the formula at this point. 8. Council Processes and Commissions Council Members were provided with a draft Code of Conduct for review and consideration. ADJOURNMENT: Motion by Flug, second by Brink, to adjourn the meeting. Motion carried 5-0. Meeting adjourned at 8:45 p.m. Respectfully, Kathy George Deputy Clerk / Admin Assistant Page 8 of 8